Document Numbering
Convention

Finance Chairs Committee

The following contains the Finance Chairs Committee’s (FCC)
recommendation for document numbering in Banner.

Background

Document numbers in Banner are eight-character alphanumeric fields. Documents may have
numbers either defined by the user or sequentially assigned by the system. The FCC is recommending all user-entered documents use the
convention outlined below. Documents fed from sub-systems will be exempt from this convention.

In arriving at a coding convention recommendation, each of the process groups evaluated the
numerous on-line document research tools available in Banner, many of which are not available in our current system. Some of these are
listed below.

Form or Report

Form or Report Name

Primary Sort

Some of the inquiry screens include:

FGIDOCR

Document Retrieval Inquiry Form

Document number or document type

FGITRND

Detail Transaction Activity Form

Any of the FOAPAL elements

FGIJVCD

List of Suspended Journal Vouchers Form

Document number

FGIENCB

Encumbrance List Form

Document number

FOIAPPH

Document Approval History Form

Document number or type

FOADOCU

Document User Form

Originating user

Some of the Banner reports include:

FGRJVLR

Journal Voucher Listing Form

Document number, journal type, date

FGRIDOC

Incomplete Document Listing

User ID, document type

FGROPNE

Open Encumbrance Report

User ID, FOAPAL

Guidelines

In determining the coding convention for manually entered documents, the following guidelines
are established:

A standard numbering convention will be used for all documents with the exception of Keene
State College.

At minimum of three characters will be dedicated to the sequence number.

Documents will necessarily have to be archived within ten years to allow for continued use.

Proposal

The FCC recommends the following numbering convention for manually entered documents:

CharacterPosition

Value

1st

Document Type (E
for Encumbrance; R for Requisition*; P for Purchase Order; I for Invoice; and J for Journal Vouchers, including budget and CR
documents)

2nd

Last Digit of Fiscal Year (Only 1 character is necessary since history will be
archived)

3rd

Campus
(e.g. U for UNH, P for PSC, C for CLL, etc.)

4th – 5th

Major Unit
(The 4th character will represent the 2nd character of Org. The 5th character will represent a
sequencer or a departmental designation determined by the Units/Campuses.)

6th – 8th

Sequencer

*Beginning February 3, 2004, the
Office of Sponsored Research, (OSR) will enter subcontract requisitions
using one "Z", 2-digit fiscal year and then a sequential number (ex.
Z04XXXX). Note there is a
four digit sequencer rather than the three digits on other documents and
this total number length is only 7 characters. This is important as the
requisition will be converted to PZ04XXXX - which will not work correctly if
more than seven digits is used.

Example

A fiscal 2002 journal entry for the Academic Affairs department at UNH may be coded with a
document number of: J2UA*001.

The recommended convention will be adopted for each campus, with
the exception of Keene. Since there was a significant interest in using the “NEXT” convention of document numbering, the FCC is
recommending that Keene implement a pilot program using “NEXT.” Keene's intent to use “NEXT” at go-live date is dependent on MR2's
delivery of certain reporting capability, specifically, paramatized, detailed transaction reports. Should it appear that this
capability would not be available at go-live date, KSC reserves the right to delay the “NEXT” pilot and go live using the USNH-wide
proposed numbering convention. After a period of six to twelve months, the program will be evaluated to assess the effectiveness of
this numbering scheme and will be compared to the utility provided by the scheme noted above to determine if USNH might adopt the “NEXT”
numbering convention system-wide.

Plymouth will begin using the recommended numbering convention for manual document entry
starting July 1, 2001. Note that this will result in budget and cash receipt documents beginning with the letter J due to the shared
form in Banner.